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Avian Flu Pandemic Plan
Introduction
Pre-Level 1
Level 1
Level 2
Level 3
Level 4
Recovery
Appendices

Areas of Institutional Response:

•Communications
•Academic Programs
Health and Safety
Student LIfe
Administrative Services
Transportation and Controlled Access

 

Avian Flu Plan > Level 1 <- You Are Here

Level 1

(U.S. Government Response Stage 2/3) First cases of efficient human-to-human transmission internationally—Campus open, business as usual, enhanced planning

Communications
Institution Wide:
•Information on the Emergency Preparedness Websitewill be updated as needed to communicate current status of the pandemic and institutional responses. Additional efforts to market the Websitewill also be implemented.

•E-mail alerts will be sent to students, faculty, staff, and parents/families of students informing them of the current status and encouraging them to refer to the Emergency Preparedness Website.

•Direct deposit inventories will be conducted.
Department Specific
•All units will update departmental Websites with service specific information as conditions evolve over time.

•All units will provide information to staff about departmental issues and the care and safety of their families.

•The Health Center will provide health promotion activities that stress infection control measures, e.g., hand hygiene and cough and sneeze etiquette.

•The Health Center Websitewill be an additional source of current Avian Flu information for the campus.

•International Education Services will send an IESNEWS issue to all international students with appropriate information. An IES staff member will be in charge of messages. The IESNEWS article will link to the IES Website.

•Dining Services will educate students, faculty, and staff on the need to keep a three day supply of food, water, and other essentials.

•Resident Life and Fraternity and Sorority Life staff will conduct informational meetings with student residents and other stakeholders as needed.

•The Department of Environmental Safety will manage the distribution of information and consult on regulatory issues regarding the use of Personal Protective Equipment, the Instructions for Employees Who Request Voluntary Use of a Respirator, and the Protocol for Cleaning and Disinfection of Environmental Surfaces. These three documents are found in Appendices C, D, and E.
Academic Program
•Preparations will continue for possible lapse in class schedule.

•Classes will continue on campus uninterrupted.

•Faculty will develop plans to address issues of student absenteeism.

•Faculty will consider experimental protocols and identify essential research and make plans for possible interruptions in research schedules.
Health and Safety
Health Center staff will undertake a number of tasks including:
•Continue to provide appropriate training, certifications and updates for healthcare workers.

•Train non-clinical staff to provide support capacity during crisis.

•Ensure all staff have had opportunity to receive seasonal influenza vaccine.

•Ensure all staff know how and when to use PPE.

•Educate medical staff regarding safe handling of deceased.
Counseling
•The Counseling Center staff will provide preparedness training in consultation with the Department of Health and Mental Hygiene for all professional staff psychologists to identify and alleviate panic reactions, irrational behavior, debilitating anxiety, clinical depression, rumor mongering, denial and post traumatic stress.
Student Life
Dining Services will:
•Increase supplies to cover modification of food provision to carry-out only (i.e., carry-out containers, disposable utensils, individual beverages, gloves for food handlers, portable card reader, etc.)

•Increase convenience shop inventories in anticipation of a rush on food, water, and supplies.

•Determine final staff (with names) for the functioning of Dining Services during the closing phase and for the basic operation of Student Union Catering (Infirmary support).

•Establish a liaison for Dining Services, Resident Life, and Fraternity and Sorority Life to coordinate emergency feeding needs and availability.

•Monitor the delivery of supplies.

•Increase the security of supplies.

•Pre-position equipment necessary for emergency service operations.

•Continue education of students and staff regarding Dining Services' operations in case of campus closure (e.g., all dining facilities will close quickly and only South Campus Dining Hall will remain open with carry-out service for two meals per day, students will be limited to one meal per serving period, and no cash will be accepted). Include related information on department Website.
Resident Life and Residential Facilities will:
•Finalize bulk purchases of kits for live-in staff (i.e., same as UMPD issues to officers); finalize residence hall storage locations for medical supplies, bottled water, and non-perishable foods.

•Identify staff members at all levels who may be required to have direct close contact with sick persons; identify and communicate requirements for student employees at Levels 2, 3, and 4.

•Finalize contingency plans for students who will depend on campus housing for some period after a campus closing/evacuation (e.g., international students, including many residents of Dorchester and St. Mary's Halls, residents who cannot travel home because of distance or travel restrictions).

•Outline special needs of live-on staff members (RAs, CAs, CSSs, RDs, GACs, CDs, etc.) and their partners and families; identify alternate staff accommodations for certain crisis situations.

•Identify students whose home addresses are in areas of the world affected by early human-to-human cases; offer support to these students.

•Continue normal housekeeping services utilizing standard cleaning products and protocols.

•Prepare to accommodate any students returning early from Study Abroad.

•Make plans for tracking and tabulating all costs associated with influenza pandemic preparations and implementation of plans.

•Continue education of students regarding their own planning as well as University plans.

•Address students' stockpiling of food and supplies, including pest management.
Fraternity and Sorority Life will:
•Assist students in their planning for evacuation.

•Identify students whose home addresses are in areas of the world affected by early human-to-human cases; offer support to these students.

•Continue normal housekeeping services utilizing standard cleaning products and protocols.

•Make plans for tracking and tabulating all costs associated with influenza pandemic preparations and implementation of plans.

•Print most recent chapter rosters and room-by-room housing lists for future use.

•Outline opportunities to reach chapters in mass meetings as needed and continue education of students regarding their own planning as well as University plans.

•Address students' stockpiling of food and supplies, including pest management.
Resident Life and Fraternity and Sorority Life, in concert, will:
•Train staff on how to discuss issues fully.

•Establish appropriate liaison relationships among the following: Fraternity and Sorority Life, Graduate Gardens/Hills, The Courtyards, South Campus Commons, living-learning partners, Resident Life, and Dining Services.

•Understand the scope, location, and extent of services available from Dining Services, Health Center, and Counseling Center as the crisis unfolds.

•Post references to the institutional plans for Avian Flu on their Websites, urging precautions be taken and outlining campus contingency plans to combat spread. The same information might also be communicated via direct e-mail to the parent distribution list.

•Share information about resources for coping with fears (e.g., Counseling Center, chaplains), and facilitate counseling staff in getting into the communities in small groups to assist staff and students.
International Education Services will:
•Set up travel advisory network for students who may wish to return home.

•Use Work-at-Home inventory to prepare for Levels 2, 3, and 4.
Study Abroad will:
•Continue communication with Study Abroad sites.
Administrative Services
Facilities Management staff will:
•Inventory cleaning supplies. No special cleaning procedures or products are needed.

•Procure, store and provide sufficient and accessible soap, alcohol-based hand hygiene products (e.g., Purell), tissues and receptacles for their disposal.
Financial Services staff will:
•Prepare and send request to the State General Accounting Office to increase University Working Fund cash.

•Increase purchasing card transaction limits to facilitate procurements.

•Coordinate process with State Treasurer's office to hold in "reserve" excess Bursar working funds for emergency cash flow needs.

•Increase and expand signatory authority on procurement documents and checks as needed.

•Begin cross-training of staff as needed.
Staffing:
•University Human Resources will distribute letters to all staff outlining potential hazardous conditions in accordance with the MOU.

Transportation and Controlled Access:
Transportation Services will:
•Implement training program for bus operators and transit management staff regarding personal hygiene and service plan to transportation hubs.

•Create and maintain a list of essential employees for on-call driving responsibilities (in case of evacuation or mass absenteeism).

•Inventory all necessary supplies for staff and equipment and ensure adequacy.
•Department of Public Safety will procure barriers for blocking roadways.

•Office of Information Technology will develop the PHR Database used to allow essential employees on to campus during a controlled access situation.

•Facilities Management will store barricades and preparation/contracts to secure commercial tents/awnings for check-in and check-out areas.

•Human Resources will develop systems and procedures for activating the information resources to provide information on the status of the campus for employees.







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